Mentari - Finance and Operation Coordinator

6 months ago

Jakarta, Indonesia Palladium Group, Inc. Full time

**MENTARI - Finance and Operation Coordinator**

**Project Overview and Role**:
**Background**

Palladium is appointed by the UK Foreign and Commonwealth Office (FCO) to manage the Mentari Programme (a UK-Indonesia Low Carbon Energy Partnership) in Indonesia, in consortium with Hivos, Castlerock Consulting and Economic Consulting Associates.

Mentari is a six-year programme that started in January 2020 and aims to deliver inclusive economic growth and poverty reduction in Indonesia, by supporting the uptake of low carbon energy. The programme has a specific focus on developing the low carbon energy sector to best support disadvantaged communities, and specifically those in eastern Indonesia. By working closely with the Government of Indonesia and other stakeholders to improve the enabling environment and increase the flow of investments in the clean energy sector, MENTARI will demonstrate the possibilities of low carbon energy for Indonesia's economic development, job creation and social inclusion, while helping to mitigate climate and environmental impacts.

The programme has four main workstreams: 1) Policy, 2) Brokerage, 3) Demonstration Projects and 4) Collaborating and Networking. Each workstream is led by a Technical Workstream Lead. The Mentari teams consists of 20 full-time Indonesian staff, supported by the Palladium Senior Responsible Officer (SRO), three consortium Co-Directors, and corporate Palladium staff based in Europe.

**Purpose of Assignment**

The** Finance and Operation Coordinator** will be engaged to provide finance end operational support to the MENTARI programme, undertaking the specific duties assigned by the Chief Operating Officer (COO) and the Team Leader and in close collaboration with Legal & Procurement Coordinator and Administrative Assistant.

**Primary Duties and Responsibilities**:
Under the direction of **Chief Operating Officer** and close cooperation with Operations team the **Finance and Operation Coordinator** will be responsible for:
**Operational Support**:

- Ensure integration of Palladium’s operation systems and processes in the programme.
- Ensure internal and donor procedures, policies and guidelines are followed.
- Oversee database and file management for finance and administration.
- Ensure that contracts and business transactions/relationships are transparent and compliant with local laws and Palladium/FCDO policies.
- Contribute to the development of annual work plans (AWP).

**Finance and Compliance Support**:
1. Ensure compliance with donor and Company regulations.

2. Support in day-to-day financial management, budgeting, and forecasting for the programme.

3. Receive and manage invoices from vendors and prepare documentation for all payment transactions, including payment approval form (PAF). Ensure that appropriate documentation and approvals are obtained

4. Prepare payroll and consultant payments in line with invoices for approval

5. Maintains complete, accurate and timely financial records; prepares and submits monthly financial reports

6. Prepare field vouchers, ensuring that supporting documents are in place, and all transactions are coded in accordance of chart of accounts and cost code;

7. Prepare monthly withholding tax listing and coordinate it with tax consultant;

8. Prepares estimates of monthly cash requirements to Palladium’s treasurer.

9. Coordinate with Palladium UK and COO to ensure all financial activities meet programme needs, e.g. accurate and timely production of invoices for FCDO, monthly cost accrual, revenue accrual and Cobra forecast.

10. Support in external programme audits.

**Relationship Management Support**:
1. Contribute to strong working relationships with vendors, project partners and other stakeholders, as required.

2. Develop strong working relationships and regular dialogue on project progress and challenges with the Palladium team working on the project.

Other duties as may be reasonably required by the Chief Operating Officer consistent with the incumbent’s qualifications and experience.

**Required Qualifications**:
The **Finance and Operation Coordinator** is required to possess the following qualifications and experience:

- A bachelor's degree in finance or accounting and or relevant field;
- Relevant professional experience in managing finances and operations in international development programs
- Relevant experience in preparing financial forecast;
- Familiar with Indonesian Tax regulations;
- Relevant experience in administration, especially in support function of large scale of international organisation;
- Familiar with travel arrangements including and not limited to flight, hotel & car rental reservations;
- Knowledge of FCDO rules and procedures are desirable;
- High level proficiency in Word, Excel, PowerPoint and web browsers;
- Good interpersonal and communication skills including in a cross-cultural context;
- Fluent in Bahasa Indonesia and proficiency in English.

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